One of my biggest challenge has always been managing my time well. I enjoying adding to my plate and volunteering for tasks till I realize that my plate is overflowing and everything is due at the same time. This leads to a stressful dash to get things completed with all-nighters and no sleep. Busy time comes in ebbs and flows, so how do we find a way to find that balance and manage while not feeling overwhelmed with deadlines looming over us? It’s all about planning, prioritizing and managing our time.
Begin with a high level view of everything you have upcoming. From exams to deliverables. What are the milestones and deadlines? Laying out tasks visually allow you to see not just when tasks are due but the time you have between them so you can better plan. If you put something on your radar for 5 weeks out, then you can start working backward on the steps you will have to take to achieve that task. How you visually lay it out is personal preference but I have found printing monthly calendars then taping them to my desk have worked great for me. If you are on the organized side then a planner will also work as an added plus. But the key to having a high level view is to ensure that a constant optical is maintained. A planner is always put away and unless it is opened and flipped through, you are not going to have that constant view. Having a printed view in places that you tend to be (office, bedroom), will give you a constant reminder.
Now that you have laid out the tasks, milestones and deadlines you need to track and create a short road-map for each of them. This is a hybrid road-map that can show you the steps you need to take to get an end goal accomplished. From researching, to writing a paper, to submittal, it is important to list the steps you need to take. From this list, you can then work your way backward from the end task to see when the steps need to be completed. This way, they are strategically placed on the calendar. It will take some practice to arrive at the optimal road-map but this is a great start when it comes to time management.
Once you have worked your way backward, you are probably going to end up with multiple steps to do for different tasks on the same day or within days of each other. This is where you prioritize and plan, try to avoid placing heavy to-do’s on the same day. It is important to set feasible goals. If stuck to accomplish those tasks within the same sitting or week, then that means Step 2) is not yet optimum. But that is okay! This is where some prioritizing and mini-planning comes into play. Break up the bigger list items into smaller items. This ensures you are not too overwhelmed and trying to do one multi-hour item in one sitting. Which leads me to the next step. (Tip: Try not to have more than two big tasks in one planned sitting/day)
So you have highlighted everything you have to achieve on your visual calendar or board, made your hybrid roadmap/list of steps in getting there and strategically placed these steps on your visual to create a timeline, now, time-blocking. There is no point in doing all this pre-planning if you are still going try to jam everything in at once. This is where prioritizing from step 3) and having dedicated time blocks go hand in hand. When there are multiple steps to be completed in your queue, you can’t afford to only spend time on one thing that only serves a single end goal. It helps to come up with a plan where there is dedicated time spent on each. Just like studying, it is important to break up heavy to-do’s into shorter sittings. Of course some items will take longer to complete than others but this is where your priority and goal placement on the calendar come into play.
Be consistent and dedicated to your plan. The only way to improve time management is to be consistent with your planned flow. There will always be unexpected occurrences but with great structure, you can handle it. As you continue to manage month by month, you will find your rhythm and your style, what works for you and what doesn’t.
What other time management tools work for you?
Feel free to contact or comment for more discussion and tips!